Explanation
Need: The City of Columbus, Ohio and FOP Lodge No. 9, as well as AFSCME Local 1632, have collective bargaining agreements which require the City to provide uniforms to all bargaining unit members at no cost to the employee. This ordinance will enable the division to contract to outfit two new recruit classes that are to be hired in 2007.
Additional Needs: Expenses associated with recruit classes are budgeted in the transfer category until needed. Therefore, funds need to be transferred within the General Fund budget of the Division of Police from Object Level (1) 10 to Object Level (1) 02 in order to purchase these uniforms. Also, Universal Term Contract FL002795 needs to be modified to allow for a price increase for the purchase of body armor. The Division's Uniform Committee has approved removable straps and two different lengths instead of permanent straps on the body armor shell; therefore an increase of cost from $460.00 to $485.95 is needed. In addition purchases were made as a result of changing manufacturer, item being discontinued, new weapon now utilized by the Division of Police and items of better/safer quality being made available are addressed in the attached addendum and these items shall supplement the current catalog and shall be conducted in accordance with the original terms of FL002795.
Bid Information: The Purchasing Office has set up UTC FL002795 for the purchase of Uniforms. This UTC was made in response of bid # SA001674DRM.
Contract Compliance: 31-1261664 - Roy Tailors Uniforms of Columbus, Inc., Expires 10/26/08
Emergency Designation: Emergency legislation is requested so funds can be made available in order to set up the contract to purchase the needed uniforms for the recruits and to order replacement body armor. Currently we need to order 349 body armor vests.
FISCAL IMPACT:
Funds are available to transfer within the Division's budget and the 2006 Bulletproof Vest Partnership Grant for this contract.
Title
To authorize and direct the Finance & Management Director to modify the contract with Roy Tailors Uniform Company of Columbus, Inc. to increase the price of body armor and to incorporate additional terms and conditions to said contract to accomodate the purchase of catalog and noncatalog items, to increase the dollar amount for said contract to purchase uniforms for the Division of Police from an existing UTC, to ratify the previous purchases of items by the Division of Police from Roy Tailors, to authorize the transfer of funds within the Division of Police's General Fund budget, to authorize the expenditure of $379,362.94 from the General Fund and Bulletproof Vest Partnership Grant; and to declare an emergency. ($379,362.94)
Body
WHEREAS, the Purchasing Office has an existing Universal Term Contract FL002795 for the purchase of uniforms; and
WHEREAS, the Division of Police has a need for uniforms and uniform parts for the new recruit classes; and
WHEREAS, funds are needed to be transferred within the Division of Police's General Fund budget; and
WHEREAS, existing contract FL002795 needs to be modified to allow for a price increase for the purchase of body armor vests and to reflect current purchasing practices of catalog and noncatalog items by the Division of Police; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Police, Department of Public Safety, in that it is immediately necessary to modify and increase the contract with Roy Tailors Uniform Company of Columbus, Inc. and to transfer funds for the preservation of the public health, peace, property, safety, welfare; now therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director be and is hereby authorized and directed to modify the contract to allow for the increase costs on body armor vests and to increase the dollar amount on the contract with Roy Tailors Uniform Company of Columbus, Inc. for the purchase of police uniforms for the Division of Police pursuant to UTC # FL002795. Such increase is reflected in the Addendum to Roy Tailors Unform Catalog attached herein.
SECTION 2. That funds in the Division of Police's General Fund budget be transferred as follows:
From:
OBJ LEVEL (1) 10 | OBJECT LEVEL (3) 5501 | OCA # 900076 | AMOUNT $341,100.
To:
OBJ LEVEL (1) 02 | OBJECT LEVEL (3) 2221 | OCA # 300327 | AMOUNT $341,100.
SECTION 3. That the expenditure of $379,362.94 or so much thereof as may be needed is hereby authorized as follows:
DIV 30-03 | FUND 010 | OBJ LEVEL (1) 02 | OBJECT LEVEL (3) 2221 | OCA # 300327 | AMOUNT $341,100
And
DIV 30-03 | FUND 220 | OBJ LEVEL (1) 02 | OBJECT LEVEL (3) 2221 | OCA # 336003 | AMOUNT $38,262.94
SECTION 4. That the Director of Finance and Management is authorized and directed to modify Item #2001of FL002795 to include the following language:
The City may purchase items in the current catalog or purchase items from Roy Tailors that are not in the current catalog on an as needed basis if the following circumstances apply: (1) the price of said item has been verified as being comparable to what outside sources offer if the item is available from other sources; (2) the purchase is approved by the Director of Finance and Management or his designee; (3) if the item in the catalog is listed at a particular price and Roy Tailors can acquire the item at a less expensive price, the City must receive the discounted price; and (4) the funding for said expenditure is certified by the City Auditor as being available and authorized by Columbus City Council.
SECTION 5. That Council hereby recognizes that previous purchases of items from Roy Tailors by the Division of Police as reflected in the Addendum to Roy Tailors Uniform Catalog attached herein were reasonable and necessary and hereby ratifies the same.
SECTION 6. That the Addendum to Roy Tailors Uniform Catalog containing items descriptions and pricing attached herein is hereby incorporated into the existing catalog provided by Roy Tailors as part of FL002795. In the event of a conflict between the original catalog and the Addendum, the Addendum description and pricing shall control.
SECTION 7. That any future proposed changes to the Roy Tailors Uniform Catalog, including price increases, shall be conducted in accordance with the original terms of FL002795.
SECTION 8. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.